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HelloAugust software

Treatment coordinator software for dental practices. A brief before each consult, notes after it, one follow-up queue.

For dental practices with their own treatment coordinator (TC), or a team member who owns follow-up on unscheduled treatment.

The software gives your TC a brief before each consult, draft notes to check after it, and one follow-up queue for unscheduled treatment.

It is for your own team. Remote TC is a separate service run by August’s coordinators.

A person writes or reviews every text before it is sent.

Book a demoSee one case, step by step

HelloAugust Updated 2 sources

Illustrative example. The practice, patients and numbers are fictional. Dana W.’s case file on Day 14: her unscheduled upper full-arch plan, her daughter’s wedding and her question about the monthly payment, and the next call due today, with her coordinator’s sticky note.

Walk-through

One case, step by step

One fictional patient at a fictional practice on Open Dental, followed day by day.

  1. Day 0. Dana W. has a full-arch implant consult with Jess P., the practice’s TC. Jess records it with Dana’s consent. Dana asks to think about it.
  2. Day 0, after the consult. Jess checks the drafted notes and saves the summary to Dana’s record. The unscheduled plan enters the follow-up queue.
  3. Day 2. Jess makes the first call, records it with Dana’s consent and logs its outcome. Dana asks about the monthly payment, says about $1,000 a month would work, and mentions her daughter’s wedding.
  4. Day 14. Dana is on the schedule for a follow-up visit. The visit is not the implant treatment, so her plan stays in the queue and the second call is due.

Before each consult, your TC gets a brief for today’s and tomorrow’s patients, built from your practice software’s schedule in supported systems. August calls this pre-consult brief the Morning Huddle.

Morning HuddleDay 14 · Lakeview Dental
  • 8:00

    Priya S. CleaningNew patient

  • 9:30

    Luis O. Periodontal / SRP

    1 unscheduled treatment · $1,400

  • 2:30

    Dana W. Full-arch follow-up

    1 unscheduled treatment · $26,400

    Unscheduled treatment
    Upper full-arch implants · $26,400Open Dental treatment plan, Day 0
    What matters to the patient
    Her daughter’s wedding in JunePhone call, Day 2
    Since last visit
    Asked what the monthly payment would bePhone call, Day 2
  • 4:15

    Tom O. Implant

Illustrative example. The practice, patients and numbers are fictional. The brief before Dana’s Day 14 visit: the day’s schedule, with her plan and what she said on the Day 2 call.

During the consult, your TC asks for the patient’s consent, then records on an iPhone, an Apple Watch, an Android phone, or the Mac and Windows desktop apps.

Conversation · Dana W.Notes · Draft
Recorded on desktop · Day 0 · 34 minDraft for Jess P. to check

Visit summaryFull-arch consult. Dana wants the upper bridge but needs to think about the monthly cost.

Treatment proposed
Upper full-arch, 4 implants with a fixed bridge
Patient concerns
Monthly cost; time off work to heal
Cost and financing
$26,400 after the insurance estimate. Asked about paying over 24 months with third-party financing.
Next step
Jess to call in two days
Illustrative example. The practice, patients and numbers are fictional. After the consult: notes drafted from the recording, waiting for your TC to check.
Sync your conversationOpen Dental
  • Speakers

    Jess P. (TC), Dana W.

  • Patient and case

    Dana W. · Upper full-arch implants

  • Saved

    Summary saved to Dana W.’s Commlog in Open Dental · Day 0

Illustrative example. The practice, patients and numbers are fictional. Your TC confirms who spoke and which patient it was, then saves the reviewed summary to the patient’s record.

Each recorded conversation adds to the patient’s case file: their reasons, their concerns and the financing question.

Patient Case FileDana W. · Day 2
Biggest blocker

The monthly payment

Why she wants it
To eat comfortably at her daughter’s wedding in June
Holding her back
Monthly cost; time off work to healTry: open with the 24-month payment, then the timeline to the wedding.
Financing
Patient portion $26,400Monthly she named $1,000Gap $2,400Gap: the patient portion minus 24 months at the monthly amount Dana named.
Illustrative example. The practice, patients and numbers are fictional. The patient’s reasons, concerns and money question, in one place.
Case QueueDay 14 · 5 cases
PatientValueStatusNext call
Dana W.Full-arch implants$26,400DueToday
Ana R.Clear aligners$5,800DueToday
Marcus B.Crowns #8 and #9$3,200UpcomingIn 2 days
Grace L.Six veneers$9,600UpcomingIn 20 days
Tom O.Implant #30$4,900PausedBooked
Illustrative example. The practice, patients and numbers are fictional. Unscheduled plans in one queue, with the next call already dated.

What the software does and what your TC does

Who does each step
StepThe softwareYour TC
Before the consultBuilds the brief from your schedule, in supported systems.Reads the brief before the consult.
During the consultRecords on a phone, an Apple Watch or a desktop app.Asks for the patient’s consent first.
After the consultDrafts notes from the recording and adds to the patient’s case file.Checks the draft, confirms who spoke and which patient it was, then saves it to the patient’s record.
Follow-upPuts unscheduled treatment in the follow-up queue, with a date for each call.Makes each call and logs it, and writes or reviews each text.
Booking, at Open Dental practicesAllows a booking only into an open time.Books the next visit from the queue.

Compare in-house and outsourced treatment coordinators.

Consult notes

August drafts notes from the recording. The person who recorded checks them before they are saved to the patient’s record.

In Open Dental, the reviewed summary goes to the patient’s Commlog.

Follow-up queue

August calls it the Case Queue. Calls run on a set cadence, and booking the treatment stops them.

The default is a call 2, 14 and 60 days after the plan is presented. Each practice can set its own.

Practices connected through NexHealth do not get the pre-consult brief or the call cadence.

Your TC reaches patients by phone, text and email. Calling and texting are turned on, with a number, when we set up your practice. Emails are drafted for your team to send from their own mail.

See how to run unscheduled treatment follow-up with any tool.

Coaching

Each recorded consult of two minutes or more gets a coaching report, written from the recording:

  • A score for each category on the scorecard set up with your practice.
  • What went well.
  • Where to improve.
  • One focus for next time.

Each TC gets their own coaching report. Managers and assigned coaches see the reports of the people they manage. Teammates see them only if your practice turns on peer sharing.

Coaching report

Jess P. · Consult with Dana W. · Day 0 · 34 min

Example scorecard. Categories and weights are set up with your practice.

  1. Discovery & Needs Assessment 72

    Found the wedding, never came back to it

  2. Rapport Building 88

    Warm and unhurried

  3. Solution Alignment 41

    The fee came before the healing timeline

  4. Closing & Next Steps 12

    Ended on “think about it” with no date

  5. Objection Handling 64

    Offered third-party financing

What went well

Warm rapport. Explained the bridge in plain words.

Where to improve

The fee came before the healing timeline, and she left without a date.

One focus

Ask about the wedding before the fee, then offer two times before she leaves.

Illustrative example. The practice, patients and numbers are fictional. After a recorded consult: what went well, where to improve and one thing to try next time.

Open Dental: what August reads and writes

In Open Dental, August reads patient, appointment, treatment plan, procedure, payment, provider and clinic information.

August writes communication summaries to the patient’s Commlog. Your TC can book the next visit from the queue, only into a time that is still open. This needs the Appointments permission on your Open Dental Customer Key.

August never creates or changes patients, treatment plans or payments, and never moves, confirms or cancels an appointment.

Open Dental’s own Treatment Finder report already lists active patients with treatment-planned procedures that carry a fee. When first run, it shows only patients with no scheduled appointment whose insurance benefit year follows the calendar year.

Most Open Dental setup steps take a few minutes and are done by your office manager or whoever administers Open Dental. If you get stuck, we’ll walk through it with you on a call.

On other systems, what August can read and write depends on your PMS, version and connection.

Getting started

  1. Step 1

    Connect your practice software

    Your office manager does the setup. We check the first sync with you before anything else is turned on.

  2. Step 2

    Start with briefs, notes and the queue

    Briefs before consults, recording during, notes and the queue after. Coaching reports follow on recorded consults.

Start with one office. Add offices when you’re ready.

Questions to ask any treatment coordinator software

Ask these of any tool you look at. August’s answer follows each one.

Which practice systems does it connect to, and what does it write there?
Open Dental. See Open Dental: what August reads and writes. On other systems, features vary by PMS and version.
Who checks a note before it reaches the patient’s record?
The person who recorded the consult. See consult notes.
Does it contact patients on its own?
Your TC makes the calls, and a person reviews each text first. See who does each step.
How are the follow-up dates set?
By the cadence set up for your practice, which can differ from August’s default. See the follow-up queue.
Who sees a TC’s coaching reports?
The TC, their managers and assigned coaches, and teammates only if your practice turns on peer sharing. See coaching.

Security

SOC 2 Type II and HIPAA: see our trust center (opens in a new tab) for current status and to request reports.

What to know before you book

  • Asking the patient’s consent to record is your practice’s step.
  • Notes start as drafts, and the person who recorded checks them.
  • Saving notes and booking visits are described here for Open Dental only.
  • If you want August’s coordinators to make the calls, that is Remote TC, a separate service.

The examples on this page use a fictional practice, patients and numbers. They show how the software works and report no results.

Checked against

Sources

The practices and patients in the examples are made up.

  1. Open Dental Treatment Finder report (manual)Read .
  2. Open Dental Commlog (manual)Read .

Book a demo.

Tell us which practice software you use, and we’ll confirm what’s supported for your office.

Pricing is agreed with each practice.

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